Accounts Payable Coordinator

Job Description

Job Description

Position Overview

This is difficult clerical work normally involving the application of bookkeeping principles to the maintenance of accounting or fiscal records. The incumbent is responsible for performing a variety of clerical accounting tasks requiring independent judgment and action. Routine tasks are completed with a considerable amount of independence, supervisor is available for consultation on unusual problems and detailed instructions are given in bookkeeping and related clerical accounting tasks.

Salary : $45,760 annually, $22.00 hourly

Duties and Responsibilities

The statements contained here reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance the workload. The functions listed are also examples of duties that may be required and in no way imply a contractual agreement between the employer and employee or affect the at-will relationship between the parties.

1. Performs bookkeeping activities and maintains ledgers for the purchasing and accounts payable activities.

2. Verifies purchase order quantities and dollar amounts with the corresponding invoices.

3. Processes invoices for payment to include performing cost distributions, general ledger account coding of invoices set-up for payment.

4. Prepares in excess of 1,100 checks per month to pay for goods and services benefiting 15 separately-funded programs, activities, and functions having combined annual budgets totaling over $15 million.

5. Maintains files for accounting entries for posting to a computerized general ledger having over 10,000 account numbers.

6. Performs keypunching of accounting entries for posting to computerized general ledger system.

7. Produces program reports on electronic printers by entering proper computer terminal commands. Provides to supervisor for review as required.

8. Reconciles vendor statements to invoices received and paid.

9. Maintains monthly utilities consumption reports for each Authority property, where needed, by type of utility, and reconciles cost of same to general ledger account balances, using personal computer spreadsheet program.

10. Ensures that purchasing transactions comply with procurement policies before processing claims for payment.

11. Completes tasks as requested by auditors regarding fiscal and calendar year audits.

12. Maintains control over credit card balances and availability of funds. Maintains documentation for charges according to Authority policy.

13. Prepares and maintains tax related documents including 1099s. Mails 1099s to vendors and uploads information to the IRS.

14. Performs related duties as required.

Required Knowledge and Abilities

1. Knowledge of the general operations and procedures of a Public Housing Agency (PHA).

2. Knowledge of the purposes, policies, and regulations of the Housing Authority as established by the Board of Commissioners or as set forth by HUD regulations.

3. Knowledge of accounting procedures and reporting requirements in the area of accounts payable.

4. Knowledge of the principals, methods, and practices of accounting.

5. Knowledge of modern office equipment including copiers, personal computers, mainframe terminals, calculators, facsimile machines, etc.

6. Knowledge in the use of computer software including Excel, Word and Outlook.

7. Ability to make complex arithmetic calculations, such as inter-ledger expense distributions, quickly and accurately.

8. Ability to follow established policies and procedures in the creation and maintenance of accounting records.

9. Ability to identify and rectify problem areas relating to the area of work.

10. Ability to operate a computer from a video display terminal to post general ledger batches and input data.

11. Ability to understand instructions for computer procedures such as startup, shutdown, restore, backup, file listing and logbook entries.

12. Ability to schedule work activities to meet deadlines.

13. Ability to establish and maintain effective working relationships with other employees and the general public.

14. Ability to effectively communicate written and orally with vendors and management.

Minimum Education, Training, and / or Experience

Graduation from a standard vocation school, including or supplemented by courses in bookkeeping principles and practices and typing with at least three (5) years of experience in bookkeeping or clerical accounting work preferably including experience related in the area of government and / or not-for-profit accounting; or any equivalent combination of education, training, and experience which provides the required knowledge and abilities. Previous public housing experience is desirable.

Physical Requirements

Must be physically able to operate a variety of automated office machines including computers, copiers, printers, facsimile machines, telephones, etc. Must be able to work, move, or carry objects or materials such as files, computer printouts, reports, calculators, pencils, legal pads, etc.

Special Requirements

1. Possession of a valid driver's license.

2. Able to be covered under the Housing Authority's fidelity bond.

Salary : $45,760